Policies & Procedures
(June 1, 2010)
Table of Contents
I. Corporate Travel Policy Statement
II. Key features of the Travel Policy
IV. OnLine Assistant Tool
V. Travel Reservations
A. U.S. Domestic Air Travel
B. International Air Travel
C. First Class Travel
D. Electronic (“E ”) Tickets
E. Frequent Flyer Programs
F. Airline Clubs
G. Meeting and Group Air Travel
H. Airline Safety
I. Hotel Accommodations
J. Corporate Apartments (NY C)
K. Ground Transportation – Personal and Rental Cars and Private Car Services
VI. Payment Methods and Expense Reimbursement
A. Corporate American Express Card
B. Travel Advances: (Company P aid Airline Tickets, Cash Advances, Advance P urchase of
Airline Tickets, and Non-refundable, Canceled Trips)
C. Receipts and Other Requirements
D. People Soft Expense Module
E. Reimbursement Options
F. Approval of Expenses
G. Travel Accident Insurance
H. Meals and Entertainment
I. Entertainment and Expenses Associated with Public Officials and Public Employees
J. Miscellaneous Expenses
K. Loss of Company Property
L. Personal Property Losses During Business Travel
M. Telephone Expenses
N. Travel Expense Report Checklist
VII. MetLife Travel Assistance Program
VIII. Travel Agency Service Fees
Appendix A – Additional Cost Savings Opportunities
A. Corporate Travel Policy Statement
This policy is intended to balance the critical need to control travel costs while supporting business productivity. While
MetLife’s goal is to make company travel as comfortable as possible, it also needs to aggressively pursue cost savings
Each associate is responsible for understanding and complying with MetLife’s policy and is expected to exercise
good judgment with respect to expenses. While individual items may appear minor, in ag gregate they have a
substantial impact on company costs.
Whenever possible, associates should be flexible in their travel plans to take advantage of low cost airfares, as
well as savings on other travel arrangements.
The Company will reimburse associates traveling on company business for all travel expenses that are
reasonable, lawful, and verified.
At the time the reservation is made, the associate will be advised of the MetLife policy and procedures as
required. If the associate insists on a travel booking that is contrary to policy, the agent is instructed to enter a
code specifying the policy exception. This transaction will be included in an exception report provided to
Travel counselors are trained in company policy and instructed to commun icate these requirements. They have
no authority to revise, bypass, or otherwise change policy. Exceptions to policy result in higher expenses and the
inability to capitalize on negotiated programs.
Questions relating to travel policy application or interpretation should be addressed to the MetLife Travel Director
This policy includes basic savings measures. Appendix A contains additional cost savings opportunities that can
be implemented by local management to augment this policy.
II. Key Features of the Travel Policy
This travel policy applies to all MetLife associates and other individuals whose travel is being paid for or reimbursed by
All business travel reservations, including air, hotel, and car rental, must be made through the OnLine Assistant
Tool or Travel & Transport. Wherever possible, Online Assistant must be used to book domestic reservations.
MetLife preferred airline vendors must be used unless a significantly less expensive alternative is available.
MetLife’s preferred auto rental vendors and hotels must always be used.
Whenever possible, airfare reservations should be made at least 7 days in advance to assure the availability of
low fares. The lowest applicable fare must be chosen and non-refundable tickets purch ased when available.
Wherever possible, all travel expenses must be charged to the Corporate American Express card.
The People Soft Expense Module must be used by associates to submit reimbursement requests.
Travel expenses should be submitted for reimburs ement within 30 days after completion of the trip.
Travelers should call the PO/AP Service Center with any unanswered questions (1-800-942-BILL).
Original receipts are required for all expenditures of $25 or more.
Reports will be provided to management on opportunities for additional travel savings and to ensure compliance
with the corporate travel policy objectives (e.g., use of corporate travel agency).
When appropriate, management can require stricter cost saving standards than required in the Corporate Policy.
When traveling domestically or internationally, MetLife associates can obtain medical and other types of
assistance through the MetLife Travel Assistance Program.
For the purposes of this policy, Tra vel & Transport (T&T) is defi ned as the MetLife dedicated reservation center operated
by T&T located in Kansas City, Missouri. NYHO Travel Services is defined as the travel management operation located in
Long Island City.
Preferred airline vendors are American, Continental, Delta, Cathay Pacific, Frontier, JAL (Japan Airlines), K orean Air,
LAN, Lufthansa, Qantas Airlines, Northwest and Virgin . Preferred auto vendors are Hertz, National, and Enterprise.
IV. OnLine Assistant Booking Tool
MetLife’s OnLine Assistant Booking Tool was rolled out in 2009.
Fares average 17% lower when booked through OnLine Assistant Tool and service charges are 1/2 the charge of
agent-booked tickets. As a result, all MetLife employees traveling on company business are expected to utilize
MetLife’s OnLine Assistant Booking Tool for domestic travel. Associates are encouraged to use OnLine Assistant
Tool for simple round trip international travel.
To access the OnLine Assistant Tool from the Internet, go to https://login.reardencommerce.com/login . From
MetLife’s intranet you can access the site in 1 of 2 ways, Go to my.metlife.com, and under Shortcuts click on
OnLine Assistant or via my.metlife.com click on Travel then “click here for Travel Reservations. (Note: Trips with
more than 4 separate legs should be made by calling the agency- 1-888-638-8785.)
Personal travel should be arranged through T&T’s leisure travel and vacation desk by calling 18889326658.
V. Travel Reservations
All reimbursable business travel arrangements, including air, hotel, and car rental for domestic travel must be
made through T&T at 1-888-638-8785, or by using the OnLine Assistant Booking Tool,
All such travel must be charged to the Corporate American Express card. All reservations, changes, and other
related travel transactions are to be made through T&T during the regular weekday hours of 9 a.m. to 5 p.m. CST.
Use of T&T’s “After Hours” service is authorized for emergency service only. This special service should not be
used for trip planning, reservations, or changes which can be made during regular business hours. MetLife pays
an additional fee (which is charged to the caller’s cost center) for each reservation, making the use of this service
for non-emergencies extremely e xpensive.
Travel and Transport monitors Internet web sites and offers lower fares to travelers. Only Travel and Transport is
authorized to book web fares for business travel by MetLife Associates. If you come across a lower fare on a
website which you would like to book, notify T&T so they can book it for you (1-888-MET-TRVL).
Reservations should be made as far in advance as possible to obtain the lowest airfares (21 or more days offers
the greatest savings).
All tra vel booked less than 7 days in advance will be included in exception reports sent to managemen t.
T&T also uses an automated system that continues to check for lower fares after a reservation is made until
shortly before departure. If a lower fare is found on the same itinerary, the lower fare will be rebooked. If a lower
fare is found on an alternate itinerary, within the guidelines explained below, travelers will be notified and should
consider changing their plans.
A. U.S. DOMESTIC AIR TRAVEL - Preferred Vendors/Lowest Air Fare
T&T’s travel counselors are trained to offer MetLife’s preferred air carriers and other discount fares. Associates
are required to choose the lowest applicable fare offered by a preferred vendor.
In cases where a lower fare is available on a non-preferred carrier, T&T and the OnLine Assistant Tool
Reservation System will offer that fare and associates have the option of selecting the non-preferred carrier.
(In order for MetLife to retain preferred vendor discounts, associates should only consider using non-preferred
vendors when savings are $100 or more.)
Associates are expected to accept the lowest economy nonstop (coach) airfare within a “two hour window” on
either side of the requested arrival or departure time. For example, an associate wishing to depart at 8:00 a.m.
would be offered flights between 6:00 a.m. and 10:00 a.m. If an associate can be more flexible with departure or
arrival times, please inform the travel agent as additional savings may be achievable.
Refusal to accept the lowest airfare, as described above, is a policy exception and will be included in
Requesting or selecting a more expensive seat on a flight when a less expensive ticket is available is a policy
exception. This is often done to obtain upgraded seating.
Associates should use connecting and one-stop flights if they add no more than 90 minutes to the scheduled trip duration,
and result in total fare savings of $300 or more. T&T will offer these options, where available.
In areas serviced by more than one airport (e.g., New York/Newark, Chicago, Houston, SF Bay Area), associates should
use the airport with the lower cost flight if total airfare savings of $300 can be achieved. These options will be offered by
Travel and Transport agents where available.
The use of a small commuter or turboprop aircraft may be declined when regular jet service is available, regardless of
airfare. T&T has been instructed not to offer any airline carrier that is experiencing workforce disruption or is under FAA
warning for safety concerns.
Upgrades to business or first class may be made at personal expense only. The associate’s costs will be calculated from
the lowest airfare quoted by T&T.
Whenever ten or more associates are traveling to the same destination during the sam e week, regardless of points of
origin, special airfare discounts may be available. T&T should be contacted well in advance to arrange for group travel
possibilities and to obtain related savings.
Non-Refundable and Penalty Fee Tickets.
MetLife policy requires associates to purchase non-refundable tickets whenever possible. If a change is made, the
additional flight change fee is reimbursable as a business expense and is almost always less than the difference between
the restricted and unrestricted fares.
Non-Refundable Ticket - Canceled Trip - Reimbursement
Many airlines restrict the reuse of non-refundable airline tickets. For domestic flights, associates must notify Travel and
Transport prior to the original flight's departure time if their ticket will not be used. Otherwise, unused non-refundable tickets
often lose their entire value.
Domestic tickets can normally be reused within 12 months of the original booking dates. Unused non-refundable
international tickets must often be rebooked prior to departure to retain their value. Travel and Transport will advise the
traveler of the requirements in each instance.
For reimbursement of unused non-refundable tickets, the traveler must complete a People Soft expense report and submit
the Travel and Transport e-invoice as documentation of the expense. It is not necessary to wait until the original travel
date has passed. When the ticket is reused, submit the additional "add collect" cost of the new ticket for reimbursement
when filing an expense report for that trip.
Non-Refundable Canceled Ticket Reuse
To ensure that outstanding tickets are reused, travelers should apply outstanding unused non-refundable tickets against
the cost of future travel at the earliest possible date even if the face value of th e exchanged ticket is higher than another
vendor's tickets .
Saturday Night Stay-Overs
Because of airline pricing, total travel costs are often lower if the associate is able to stay over on a weekend, even with the
additional costs of lodging and meals required for the extra night(s). MetLife does not require associates to stay over on
weekends, but will reimburse hotel and meal expenses for Friday and Saturday nights if the individual associate elects to
remain for a weekend.
Travelers are advised to obtain approval from their management before booking Saturday night stay-overs to avoid delays
in reimbursing their expenses. Travelers must provide price quotes from Travel and Transport to substantiate the savings
(e.g., tra veler’s itinerary).
MetLife will not engage in back-to-back ticketing. It is a practice prohibited by the airlines, which can jeopardize negotiat ed
discounts with MetLife’s preferred airline vendors. In our airline contracts, we agree not to do backtoback ticke ting.
Back-to-back ticketing is the practice of buying two sets of discounted airline tickets, each involving a Saturday night stay.
These tickets are generally much cheaper than tickets normally purchased for business travel. In back-to-back ticketing,
the traveler splits the tickets and uses one flight from each set of tickets together in order to avoid the required Saturday
night stay-over. In many cases, not all flight segments are used from each set of tickets.
Travelers engaging in this practice may be denied boarding by an airline unless the fare difference is paid. They may also
jeopardize their mileage accounts.
B. INTERNATIONAL AIR TRAVEL
Since international travel is extremely expensive, managers should carefully evaluate the cost benefit of al l travel,
especially attendance at international conventions, seminars, meetings, etc. sponsored by business, professional or
governmental agencies. Economy (coach) class should be used for international flights of less than six hours duration
within or between foreign countries, unless the fare structure allows an automatic upgrade at no additional cost.
Business class may be used on flights of six continuous hours or longer, if approved by the associate’s management. As
with domestic travel, associates are expected to use MetLife preferred carriers, unless a lower fare of at least $100 is
available on another carrier.
Executive Group Members receive a semi-annual report of all international travel (other than approved conferences).
MetLife recently engaged the services of iJET, a global travel risk management firm, to enhance travel and security
protocols for associates involved in international travel. . iJET’s services enable associates traveling abroad to research
their destinations and better familiarize themselves with security-related issues they may face.
iJET allows MetLife’s Travel and Corporate Security associates to quickly coordinate e -mails and text messages to MetLife
associates in a specified destination impacted by any major disruptive event and provide specific guidance to them. This
capability is facilitated through iJET’s “tracker” service, which maintains a database of travelers’ itineraries and contact
U.S.-based associates traveling internationally on company business will receive several services from iJET upon booking
travel through Travel and Transport (our U.S. travel vendor). To view these services go to the Travel Portal via
My.MetLife.com >> Travel >> iJET Global Services.
In addition, When traveling internationally, MetLife associates should always carry their MetLife Travel Assistance Program
identification card with them. Should you need medical or other assistance, you can contact the provider of this service
(AXA Assistance USA) 24 hours a day, 7 days a week at the following telephone number: 312- 935-3783. (See Section 7
for further information on the MetLife Tra vel Assistance Program.)
C. FIRST CLASS AIR TRAVEL
Managers should not approve purchase of first class tickets unless the situation is extreme ly unusual and has been
approved by a member of the Executive Group. Except for situations approved by the Executive Group, tra velers are
expected to pay for the additional cost of First Class tickets and Management will receive monthly reports of first class
D. FREQUENT FLYER PROGRAMS
While Frequent Flyer Mileage credits may be accumulated for personal use, no additional company expense may be
incurred to obtain such credits or to use them. Associates are not entitled to reimbursement for business travel paid for with
frequent flyer credits. Declining the lowest fare in order to earn or use points in the associate’s preferred mileage program
is a policy exception and will be noted in management reports. Such action may result in a denied reimburseme nt.
E. AIRLINE CLUBS
Some airlines have special clubs that provide the associate with certain privileges. These club memberships are
considered to be a matter of personal preference and therefore are not reimbursable by the Company.
F. MEETING AND GROUP AIR TRAVEL
Associates planning any external meeting that requires a contract should register the meeting on the Conference and
Event Planning intranet website.
Travel and Transport also has several experienced meeting planners assigned to the Kansas City Reservation
Center Team. They are available to assist MetLife planners with all phases of planning and arranging small
meetings of 50 or fewer attendees - these meetings must also be registered through the Conference and Event
Planning intranet website. Lodging and meeting room savings in the 20% range are not unusual when
professional planning services are utilized.
Regardless of whether planned internally or through a specialized outside meeting company, air travel for
meetings and group travel is to be booked and ticketed by T&T or via the OnLine Assistant Tool Reservation
System. This allows MetLife to maximize discount leverage and insures best pricing for such travel.
Some outside conferences negotiate special airfare rates for meeting attendees that cannot be booked through an
agency. In those cases, associates may book their airfare through the conference an d not T&T.
F. AIRLINE SAFETY
Airline travel is by far safer than any other type of transportation. However, as a general rule, no more than three senior
officers or ten associates should travel together on the same flight.
G. HOTEL ACCOMMODATIONS AND NYC CORPORATE APARTMENTS
Associates must make all hotel reservations through T&T, or by booking through the OnLine Assistant Tool reservation
system, whether or not air travel is involved. MetLife has negotiated preferred, corporate rates with moderately priced
hotels in key locations, and associates will be offered these accommodations at the time of booking.
Whenever possible, hotels used by MetLife local offices have been included in the program. Associates are required to
reserve lodging at these preferred hotels, unless there is no room availability at the MetLife rate. In such cases, the lowest
corporate discount otherwise available through the agency at the preferred property or a nearby hotel recommended by
T&T must be used.
Associates should verify at check-in that the rate being charged is the MetLife corporate rate or the rate printed on
the itinerary from T&T.
Associates may book a non-preferred hotel property in cases when they are traveling with a client who selects an
alternate hotel, are attending a conference held at a non-preferred property, have chosen a significantly less
expensive hotel, or a preferred hotel is not located within a reasonable drive to the primary business location (i.e.,
The reservation should still be made through T&T unless the conference rate cannot be booked through an
agency, but must be booked directly with the hotel or through the conference management.
Upgrades at check-in or when making a reservation (to a more deluxe room or a Concierge/Executive Floo r) at
rates higher than the normal standard rate confirmed are not permitted and will not be reimbursed by the
Company as a business expense.
When preferred hotels are not available, MetLife associates must select alternative accommodations which are
not more expensive than the MetLife normal / average rate for that city which is viewable on the OnLine Assistant
Tool (see hotel reservations).
Failure to cancel a reservation will result in a “NO SHOW” charge that will not be reimbursed by the Company.
Since all hotel reservations are guaranteed for a late arrival, it is the associate’s responsibility to inform T&T of the
trip’s cancellation as soon as possible but no later than 4:00 p.m. on the date of arrival so that the reservation can
When canceling a reservation, associates should always obtain a cancellation number from the T&T agent. Some
hotels require a 24 or 48 hour cancel policy. Check OnLine Assistant Tool under "hotel details" or with Travel and
H. Corporate Apartments (NYC)
The Company has a number of attractive and comfortable apartments available on a “firstcome, firstserve” basis in
Stuyvesant Town. MetLife business associates traveling to New York City or Long Island City are expected to stay in these
apartments when they are available.
Reservations can be made by accessing MetLife’s travel page and clicking on MetLife Corporate Apartment Reservations.
This action will generate an e-mail request form that you will need to complete. A confirmation will be sent bac k to you via
email. Or you can arrange for a corporate apartment by calling Travel & Transport (888) 777-6039 or booking the
apartments using the OnLine Assistant Tool .
The associate’s cost center must be used when making the reservations. Directions and key pick-up instructions will be
provided when the reservation is made. In the event all apartments are occupied, Travel & Transport will make
arrangements at an appropriate hotel where special rates have been negotiated.
If plans change, and the associate will not be needing a Corporate Apartment, or NYC hotel, be sure to call (888) 638-8785
to cancel hotel accommodations, or 1-888-777-6039 to cancel apartments.
Hotel Point Programs and Clubs
While hotel point program credits may be accumulated and applied for personal use, no additional company
expense may be incurred or deviation from MetLife’s Preferred Hotel Program made to obtain such credits.
Company policy prohibits individual associates from obtaining hotel points or special amenities as a r esult of
directing or influencing business to a particular hotel.
Some hotels have frequent traveler and health club programs that involve a fee for membership. These
memberships are considered a matter of personal preference and are not reimbursable by the Company.
Associates are not entitled to reimbursement for business travel paid with hotel or credit card point programs.
Lodging with Friends or Relatives
If an associate stays at the home of a friend or relative instead of at a hotel while on a travel assignment, it is
permissible to give a token gift to the host. The gift should be a dinner or non-cash present and should not
normally exceed $100 per trip. In such a case, reimbursement is allowed with the proper receipts and explanation.
I. GROUND TRANSPORTATION
Associates who use their personal car on company business will be reimbursed at a rate per mile that is revised
periodically and generally follows IRS guidelines. Associates will also be reimbursed for parking and toll expenses. “Tr avel
on company business” excludes commutes to one’s normal work place since that is not a reimbursable business expense.
The reimbursement rate for personal car use for business travel covers all automobile operating costs, including gas,
depreciation, insurance, repairs, etc. Consequently, any damage to or theft of an associate’s car, or its contents during a
business trip is not a reimbursable business expense.
Mileage reimbursement for use of personal cars on company business cannot exceed the cost of air or train travel to the
The use of a rental car must be justified to the associate’s management as an economical alternative that meets business
To ensure that car rentals are handled cost effectively in accordance with corporate policy, associates must:
Book car rentals through T&T whether or not air travel is involved.
Use MetLife’s preferred suppliers National, Hertz, or Enterprise.
Enterprise is considered a secondary preferred car rental vendor primarily for off-airport car rentals.
Associates are not entitled to reimbursement for business travel paid with any rental or card point program.
Aside from preferred rates, these vendors offer liability and collision insurance coverage without additional cost.
While car rental bookings must be made through T&T, there may be emergency circumstances where associates
may need to contact the preferred car rental company directly. If this is the case, please use the following MetLife
identification numbers to secure MetLife special corporate rates:
o National ID # XZ24328
o Hertz ID #47801
o Enterprise ID # XZ24328
Intermediate or mid-size cars should be rented unless more than three associates are traveling together, or a
significant amount of equipment/baggage is being transported. In such instances, a standard (full-size) car is
The rental of sports/luxury/premium cars is not allowed, except when they are available through promotional
discounts at no additional cost and do not void the insurance coverage containe d in the corporate agreement.
Other Savings Opportunities on Car Rentals
Associates traveling together for the same purpose, are expected to share the same rental vehicle.
Rental cars should be returned with a full tank of gasoline to avoid a refueling ch arge by the vendor. Vendor
charges are significantly above the actual cost of local gasoline rates. Never select option to pre -pay for a full
tank of fuel. This is always by far the most expensive option.
If a rental car is required for more than one year, associates should consider leasing as a cost savings alternative.
Contact the MetLife Fleet Manager for more information at 401-827-3822.
Coverage Options with Car Rentals in the U.S.
o National, Hertz, and Enterprise rental car companies include physical damage insurance in their contract
subject to their deductible.
o Full coverage is available when the vehicle is rented, but it is not MetLife’s policy to purchase this
additional protection. Please make sure the corporate I.D. Number is provided for each vendor in order
to obtain the appropriate insurance.
o Therefore, in the U.S., associates should decline the Collision Damage Waiver (CDW) and/or
Loss/Damage Waiver (LDW) and Supplemental Liability Insurance (SLI) when rentals are for business.
Personal effects coverage can also be purchased at the associate’s expense. Personal items (including
computers) stolen from a rental vehicle are the responsibility of the associate.
Since insurance coverage only applies to negotiated rates, don't accept lower, promotional fares when picking up
vehicles. When using the OnLine Assistant Tool, always verify that the Hertz location you are renting from
includes insurance since some locations do not participate in the Hertz corporate program (Check the OnLine
Assistant Tool Hertz non participating vendor locations list on the Rental Screen Car. This information is also
located on the Travel portal.).
You should elect collision and comprehensive coverage in the event you are unable to rent from National, Hertz,
or Enterprise and utilize a non-preferred car rental company.
Injuries to employees arising out of, or in the course of, a valid business trip are covered by MetLife’s Workers’
Compensation Insurance and/or Business Travel Accident Insurance. Rental car companies may offer Personal
Accident Insurance (PAI) covering accidental death, medical coverage, ambulance fees, etc. However, its cost
and that of other options are considered personal expenses and will not be reimbursed.
Coverage Options Outside the U.S.
o Associates should purchase available options, the cost of which will be reimbursed as a business
o Personal Travel
o The Company and MetLife’s preferred rental car insurance coverage do not assume the liability for cars
rented by associates for other than company business. Personal use of rented vehicles before or after
the business portion of a trip is covered by car rental insurance. Vacation and personal trips are not
o If there are any questions about insurance coverage for particular situations, contact Travel Services
(212-375-1482 ext. 12).
Accidents Involving Rental Cars
o If an accident occurs, the associate should complete all required local accident reports and send copies
as soon as possible to MetLife’s Risk Management Unit in Long Island City.
Private Car Services
o Car Service is expensive and should only be used when absolutely necessary.
o Within New York City, associates should normally use taxis or public transportation to go to and from
o When using a private car service as part of a business trip within the NYC Metropolitan area (e.g.,
transportation to the airport), an approved car service must be used. Select your vendor based upon your
pick-up location, NOT your destination.
o The New York Metropolitan area includes the NYC boroughs, Long Island, Rockland, Putnam and
Westchester Counties, Central and Northern New Jersey, and Southern Connecticut.
o Car Service reservations can be made through the OnLine Assistant Book Tool or GGA’s call center.
GGA’s reservations phone number: 800-256-8716 (prompt #1).
For Customer Service Issues : contact Karen Rogers: 866-361-5883
Local taxi services can be booked directly with the vendor. Generally, any service that includes taxi or cab in the
company name or provides metered service is considered a taxi service.
Preferred Car Service vendor fares are often attractive from the office to airports, but may be very expensive from
your residence to the airport. In these instances, with management approval, associates may use a less costly
local service vendor. However, in these instances, the same insurance coverage may not apply.
After Hour Use of Car Service in the NYC Metropolitan Area: Each Business Unit is responsible for ensuring that
the use of these services is appropriate. Employees shou ld check with their management beforehand to
understand the circumstances in which the use of car service for after hour commutation is authorized. Starting at
Associates returning home from work or work-related events can use corporate car service s tarting at 9pm to go
to destinations both within and outside of the NYC 5 boroughs.
For other cities, outside of the New York Metropolitan Area, when car service is necessary, associates should use
preferred vendors designated by their local office. Management approval is necessary if preferred vendors are not
The same 9 pm guideline also applies for commutation home for offices outside of the NYC Metropolitan Area.
Some Car Service Tips To Keep in Mind:
o Never have a car service wait for you while you are attending a meeting.
o Be prompt since you will be charged for waiting time.
o When possible, share a ride with other associates.
o If canceling a car service reservation, do it at least 2 hours before the scheduled pick up time to avoid no
Car service vendors are paid by either the associate’s corporate American Express card or personal credit card.
Reimbursement will be made by submitting an expense report.
VI. Payment Methods and Expense Reimbursement $
Associates who receive a Corporate Am erican Express card are responsible for maintaining their account in good standing.
Associates should review their statements every month to verify that the charges are correct and
that payments from their travel expense reports are posted properly.
Failure to do so may result in the cancellation of the card and may also adversely affect the credit rating of the associate.
Accounts that go past due for 45 days are charged a $39 delinquency fee; at 60 days a second delinquency (2.99% of
balance or $39.00, whichever is greater) will be charged. Both fees are the responsibility of the cardholder and are not
reimbursable from MetLife. If the card is lost, call 1-800-528-2122 for a replacement.
A. CORPORATE AMERICAN EXPRESS CARD
The Company requires use of the Corporate American Express cards by associates who travel. This is done to facilitate
the payment process and to provide needed information for vendor negotiations and planning. Any associate on the
administrative payroll making more than one business trip per year or spending more than $500 per year in business travel
and entertainment expenses must apply for the Corporate American Express card. It is provided to employees at no
The Corporate American Express card must be used for all business travel expenditures, including air, hotels and
car rentals, wherever it is a form of payment acceptable to the service provider.
Personal expenses should not be charged to the corporate card. Personal charges lessen the value of corporate
travel data and can contribute to loss of card privileges by associates.
Corporate American Express card applications are available from the travel web page (Click on Travel> American
Express Card Program > Amex Application). Associates should complete an application, obtain the approval
Signature from their manager, and submit the application to the PO/AP Service Center (fax number on the
The final issuance of the card is based on American Express underwriting requirements. Application processing
takes three to four weeks. The Corporate American Express card will be canceled when an associate retires or
leaves the Company.
Please note that MetLife has access to information regarding your use of the American Express Corporate Card, including
information on your charges and statements from American Express.
B. TRAVEL ADVANCES
Effective 1/1/2008, travel advances other than “cash” are no longer being issued.
o Since travel expenditures should be charged to the Corporate American Express card, the Company d oes not
usually authorize cash advances to pay for airline tickets or other anticipated expenses. In cases when the
associate does not have a personal credit card or Corporate American Express card, and cannot obtain one for
the trip, Company Paid Airline Tickets and cash advances can be obtained on an exception basis. Cash
advances are not issued for incidental out-of-pocket expenses (i.e. meals, taxi, tips, etc.).
Cash advances cannot be requested for the expenses of others. Cash advances must be clear ed within 30 days upon
returning from the trip.
Company Paid Airline Tickets are ordered through T&T and billed directly to MetLife on a dedicated American Express
account. The cost of a Company Paid Airline Ticket is expensed directly to the employee’s cost center. No more than two
sets of Company Paid Airline Tickets should be issued to an associate in any calendar year.
Consultants cannot use this account.
Company Paid Airline Tickets can be arranged with written authorization from the associate’s a pproving manager or officer.
A subordinate or peer cannot authorize the request, nor can any associate approve their own Company Paid Airline
There is an approval form (available from the travel agency and OnLine Assistant that must be signed by t he manager or
officer and faxed to T&T to authorize charging the tickets.
o After the trip is completed, the traveler must submit a travel expense report for all other expenses incurred on the
trip, except for the company paid airline ticket. All original receipts should be submitted.
o If Company Paid Airline Tickets are not used, Travel and Transport (T&T) must be notified prior to the departure
time of the traveler’s trip. Otherwise, the ticket will expire and will not be re -usable. Travelers should apply
unused tickets to another business trip as soon as possible.
o Cash advances are expensive to administer and should only be approved by management when absolutely
o Travel expenses should be charged to the associate’s personal credit card where the employee does not qualify
for a corporate card.
o If a cash advance is necessary, specific written approval in the form of a memo from the traveler’s manager must
be submitted to PO/AP Service Center when requesting a cash advance.
o The approval memo must include the traveler’s employee number, cost center, travel dates, the purpose of the
trip and the amount requested.
o The amount of the cash advance must be applied to the employee’s post trip expense reimbursement request. All
outstanding cash advances for an associate are listed in the “Apply Cash Advance” area of the expense report. All
original receipts must be submitted.
o When authorized, advances are expected to be returned or accounted for within 30 days of completing the trip for
which the advance was allowed. Outstanding advances greater than 3 months old will be reported to the
associate’s department head.
Ad vance Purchase of Airline Tickets
o Associates are encouraged to purchase airline tickets well in advance of travel to take ad vantage of lower cost
airfare. As a result, payment for such tickets may be due to American Express before the trip is taken. These
expenses can be expensed prior to travel or as a post trip expense.
o In order for an associate to be reimbursed for airfare, a travel reimbursement request must be submitted, along
with the travel itinerary receipt for electronic tickets. The itinerary must include both the ticket number and the
amount of the charge. In cases where an electronic ticket is not available, the passenger receipt is required.
o When airline tickets will not be used, they should immediately be reported to Travel & Transport or NYHO Travel
Services. Refundable tickets will be refunded as soon as possible. Travelers should reuse non -refundable tickets
as soon as possible.
C. RECEIPTS AND OTHER REQUIREMENTS
When traveling on company business, the associate is entitled to reimbursement for valid business related
For reimbursement, original receipts are required for all expenditures of $25 or mo re. Receipts must indicate the
form of payment used by the associate. For expenses paid by credit card, the type of card (Amex, Visa, or Master
Card) and account number should appear on the receipt.
For expenses paid by personal check, the check number should appear on the receipt, or a copy of the canceled
check should be submitted.
Airline expenses require that a copy of the electronic itinerary receipt e-mailed by T&T be submitted for
For lodging expenses, employees must obtain an itemized room bill. The itemized bill identifies the individual
charges for reimbursement reporting, and also serves to make sure that nothing was billed to the room in error.
o The following are non-reimbursable expenses: movies, videos, in-room bar charges, lau ndry, gift shop,
reading material, charges for hotel spa, masseuse or exercise facilities.
In order to be reimbursed, the employee must also provide a receipt showing how the bill was paid. If an
employee uses express check-out services, they should make s ure the itemized bill indicates the method of
payment (i.e., American Express Card) or else obtain a fax cop y of the paid folio from the hotel. This serves to
make sure that MetLife is not also billed directly by the hotel for charges that are submitted by employees for
Expenses must be actually incurred by the associate in order to be reimbursable. There are no “per diem”
Reimbursing International Travel Expenses:
Since the MetLife PO/AP Accounts Payable unit currently on ly processes reimbursements in US Dollars,
expenses incurred in foreign currencies must be converted to US Dollars by MetLife travelers on their expense
The People Soft Expense Modules offers currency conversion based on the exchange rate for the date the
expense was incurred.
When expenses are submitted using “My Wallet” the expense lines are submitted in US Dollars.
For expenses not charged to a credit card or submitted via “My Wallet”, the submitter may select the appropriate
currency from the list of options available in People Soft Expense Module. Based on the expense transaction
date, People Soft will convert the foreign currency to US Dollars.
If you have any questions relating to currency conversion for reimbursement purposes, please contact the AP
Hotline at 800-942-2455, Option 4.
D. PEOPLE SOFT EXPENSE MODULE
Associates must use the People Soft Expense Module for reimbursement People Soft Expense Module is a web based
reimbursement system which enables MetLife business associates to electronically prepare and submit travel expense
reports for approval and reimbursement. The Expense Module enables associates to electronically track the status of
expense reports which remain on-line for future reference and review.
Travel expenses are paid within 3-5 business days after approved expenses have been received by the PO/AP Service
Center in Rensselaer.
This system is designed to not only improve the reimbursement process for MetLife associates, but also to provide
management with greater control over expenses, and compile detailed expense information for budget analysis and vendor
E. REIMBURSEMENT OPTIONS
Associates have the option of a direct payment sent to their Corporate American Express card or being reimbursed by an
Electronic Funds Transfer (EFT) direct deposit. Please see below for reimbursement via direct deposit.
American Express Direct Payment
“My Wallet” technology associated with People Soft Expense Module automatically routes payment to
American Express on the submitter’s behalf.
Associates are expected to use the My Wallet feature and designate the appropriate amount to be sent to
American Express. If the correct card number does not appear, contact 212-578-4360 to update your
corporate American Express card information.
Manual line entries may have funds routed to American Express on the submitter’s behalf by choosing the
payment type of “Corporate AMEX (American Express)”.
Cardholders will continue to receive a monthly American Express billing statement reflecti ng individual
charges where the card was used. The statement will also reflect amounts associates have designated to pay
to American Express on their travel expense report.
It is important that associates keep track of direct payments remitted for them by MetLife, since they are
responsible for payment of the remaining balance. Payments post to the associate’s account 23 days
following PO/AP processing. This is also a less costly method of processing payments.
Electronic Funds Transfer (EFT) or Check
Associates who receive EFT direct deposit for their payroll will automatically receive reimbursement
payments by EFT direct deposit.
This will be deposited to the same bank account designated for payroll in the Associate Information Center
(AIC). EFT is the fastest means of making money available to the associates.
The associate will receive a Lotus Note notification (from email ID “FPRD”) that the reimbursement was
processed. Funds are usually available between 2-3 business days following PO/AP processing. Associates
not currently using EFT or wishing to make a change to their EFT selections can do so in the AIC.
Please note payments for reimbursements will not be shown in ePay Statements. The associate should
check their bank account to ensure the payments are credited. If an Associate chooses to receive their
payroll via check their expense reimbursement will be a check.
F. APPROVAL OF EXPENSES
It is the responsibility of each manager to monitor and control costs associated with travel. Appro val of an expense report,
whether submitted on Form 228 or via the People Soft Expense Module is that manager’s certification that all expenses
incurred were for a valid business purpose, based on guidelines set forth in the Corporate Travel Policy.
Managers must also verify that expenses are reasonable and necessary to conduct business. Management review of
expense reports should ensure that all reimbursement requests are supported by documentation. When reviewing travel
expense reports, managers should be certain to review receipts of expenses that are not reasonable and when the
employee indicates that all required receipts are not submitted.
Associates are expected to adhere to the travel policy (i.e., booking reservations through T&T, using People Soft Expense
Module, appropriate business expenses...). Information will be made available to management of lost savings because of
travelers who have not observed policy. Failure to observe policy may result in delayed reimbursement and in some
instances denial of reimbursement of out-of-policy expenses.
G. Travel Accident Insurance
The cost of travel accident insurance purchased for the duration of a business trip is not reimbursable. MetLife associates
are already covered by supplemental insurance when traveling on company business.
In addition to group life insurance coverage under MetLife Options, associates paid through the
Administrative Payroll have accidental death and dismemberment coverage of two times their annual salary when traveling
on company business. $200,000 of additional travel accident insurance coverage at no cost to the associate is also in
effect for a company business trip when an airline or train ticket is charged to the Corporate American Express card.
H. MEALS AND ENTERTAINMENT
Business meals are reimbursable expenses up to a reasonable amount. What is considered a “reasonable
amount” can vary by city. Guidelines for major cities are available On the Travel Website at My MetLife -> Travel -
> Expense Initiatives Best Practice Guide- > Meals/Operational Excellence.
The Company will reimburse lunch expenses of employees on travel assignment that are approved by
management. Since any lunch costs incurred by associates when not traveling are normally an out-of-pocket
expense, managers have the prerogative not to reimburse travelers for such expenses.
In addition, the following corporate procedures apply: If the meal or entertainment involves expenses for clients,
business contacts, or other MetLife associates, supplemental information is required detailing the time, place,
cost, and business purpose of the expense. This information is added to the back of the Form 228 or to a People
Soft Expense Module “Detail” screen.
If the business meal is for the associate only, and does not involve overnight stay, the expense will be reported as
income to the associate on IRS Form W2.
Spousal (or other guest's) expenses are non-deductible expenses which are rarely reimbursable.
When a client’s spouse (or other guests) is present, managers may reimburse meal and entertainment expenses
of an employee’s spouse who performs a necessary business purpose by his/her presence.
Other spousal (or other guest’s) expenses, especially travel, are rarely reimbursable, and should only be
approved after discussion with the department head.
Reimbursements for spousal (or other guest's) expenses will be reported as imputed income to the employee.
Executive Management Group members receive a semiannual report of all spousal expense reimbursements .
Entertainment at Sporting and Cultural Events
A receipt is required as proof of payment for sporting and cultural events. Ticket stubs alone are not sufficient to
establish proof of payment for reimbursement.
Due to IRS requirements for business entertainment expenses, supplementary information must be provided
detailing the location, business purpose, and attendees.
I. ENTERTAINMENT AND EXPENSES ASSOCIATED WITH PUBLIC OFFICIALS AND
Entertainment, as well as providing other free or below-cost goods or services to public officials or government employees
are strictly regulated and in many cases absolutely prohibited by law. These may include meals, gifts, travel expenses,
and tickets to sporting events and concerts. MetLife employees sh ould contact Government Relations before undertaking
any such activity. Ma y local governments, states, and the federal government have imposed very low dollar thresholds and
sometimes absolute prohibitions on these activities, as well as stringent reporti ng requirements. The standards can vary
significantly from state to state and municipality to municipality, sometimes involve criminal as well as civil penalties for
violations, and are subject to frequent change. A violation of these restrictions or requirements can occur even with
activities that fall far short of actual criminal bribery of a public official.
J. MISCELLANEOUS EXPENSES
The Company reimburses for laundry/valet services for trips of more than five consecutive business days and for
associates on business trips that are unexpectedly extended.
Reimbursement is allowed for a reasonable number of personal phone calls made while on overnight trips. Hotel phone
access charges for voicemail and e-mail access will also be reimbursed.
Personal medical items and supplies are not reimbursable as business expenses. Medicines and medical services are
usually covered by the associate’s medical plan. Expenses for personal items and supplies, such as toothpaste and soap,
are also not reimbursable.
The Company will not reimburse arrangements for childcare and boarding of pets.
Hotel health club and in-room movies charges will not be reimbursed.
Procurable services and goods will not be reimbursed; such as printing, temporary associate fees,
software/hardware, furniture, etc. These services and/or goods must be obtained through Global Procurement.
Subscriptions Policy: Having access to up-to-date business News is important for all MetLife associates. Utilizing
the Internet is the easiest, most efficient, and least expensive method to obtain current business information as
opposed to traditional subscriptions to "hard-copy" magazines and news-papers. As a result, subscriptions to
general news and business publications are considered a personal expense of the employee and will not be paid
for by the Company via invoice, employee reimbursement, or Purchasing Card. Examples of these publications
include but are not limited to: Atlanta Business Chronicle, Barron's , Boston Business Journal, Business Week,
Consumer Reports, Crain's NY Business, Dayton News Daily, Dollars and Sense, Down Jones, Financial Times,
Forbes, Fortune, New Haven Register, Newsweek, NY Times, New Yorker PC Magazine, Roanoke Times, St.
Louis Post Dispatch, San Francisco Chronicle, Smart Money, U S News, USA Today, Wall Street Journal,
Washington Post, and Windows NT Magazine. At management discretion, when a clear business need exists,
job-specific trade-type subscriptions may still be reimbursed. Examples of these publications include: National
Underwriter, Pensions and Investments, LIMRA publications, and Morningstar.
The purchase or rental of clothing is considered a personal expense, and as such, will not be reimbursed,
including tuxedo/gown rental costs, damaged clothing, etc.
Immunizations/preventative medicine required prior to international travel will be reimbursed.
Meal and Entertainment Expenses With and Without Clients:
The bill must be paid by the senior MetLife person attending the function. Reimbursement requests must be
approved by a more senior manager who has not attended the event. – A subordinate or peer cannot approve the
request, nor can any associate approve his or her own expenses.
For any business meal or entertainment expense, supplementary information must be provided de tailing listing the
attendees This information is added to the back of the Form 228 or to a People Soft Expense Module “Detail”
Entertainment expenses for MetLife associates when clients are not present are generally not allowed, and
require an explanation with specific written approval from an officer. Entertainment expenses should only be
approved for appropriate business events.
MetLife does not reimburse the cost of anniversary, retirement, or other employee celebrations, parties, outings,
picnics, flowers for MetLife associates (including for bereavement), or other similar events. Exceptions require
officer approval. Refer to the HRSC web site for details on gifts, awards, and prizes.
K. LOSS OF COMPANY PROPERTY
Employees are expected to demonstrate reasonable care, when traveling with company property. For instance, laptops
should always be put away and not left unattended. Wherever practical, a security cable should be used with a laptop
computer. When company property is lost, a police report must be filed and the incident reported to management.
L. PERSONAL PROPERTY LOSSES DURING BUSINESS TRAVEL
MetLife does not accept responsibility for personal property losses during business travel. Theft or loss of personal
property may be covered under an individual’s homeowner policy. Associates who typically travel with valuable personal
property, such as a portable computer or personal jewelry, or are planning a trip that will involve carrying such items,
should check their personal insurance coverage. A separate schedule and premium may be required to provide coverage.
M. TELEPHONE EXPENSES
Frequent travelers should request and use AT&T calling cards to take advantage of substantial corporate discounts. To
apply for a card, contact Disha Garg - firstname.lastname@example.org from Global Procurement. Use of the Company AT&T calling
card should be limited to business calls since all charges are billed directly to MetLife.
N. TRAVEL EXPENSE REPORT CHECKLIST
When using My Wallet – faxed receipts ARE NOT required with the exception of hotel/lodging,
miscellaneous, client entertainment and recognition award transactions that are $25 or more.
When not using My Wallet -- faxed receipts ARE required for all transactions $25 or more, including
Travel and Transport itinerary invoice documentation for airline tickets. A printed copy of the electronic
itinerary invoice is sufficient.
Provide specific information concerning the purpose of the trip, and the purpose of meals with othe rs or client
entertainment, in order to properly document the nature of the expense.
Explain any unusual circumstances or expenses that might generate a question.
Obtain necessary approvals.
VII. MetLife Travel Assistance Program
MetLife has contracted with AXA Assistance USA, also known as MetLife Travel Assistance, to provide assistance for
MetLife associates traveling both domestically and internationally. AXA Assistance USA, is a global company with 39
international call centers which provide a broad range of travel and medical assistance services to all MetLife associates.
This service is available for all business and leisure within and outside of the United States, 24 hours a day, 7 days a week .
Below are the telephone numbers for the MetLife Travel Assistance program. All you need to do is identify yourself as a
Within the United States: 1-800-454 3679
Outside the United States: 1-312-935-3783
For additional information about MetLife Travel Assistance, as well as a link to down load a wallet size identification card, go
to the AXA web site at www.axa-assistance-usa.com .
VIII. Travel Agency Service Fees
To obtain optimum discounts on airline tickets, MetLife has entered into contracts with preferred airlines
(American, Continental, Delta, Cathay Pacific, Frontier, JAL (Japan Airlines), Korean Air, LAN, Luft hansa,
Qantas Airlines, Northwest and Virgin)
These agreements provide substantial discounts on tickets purchased from these carriers and offer attractive
fares in several heavily used markets including, Newark to St. Louis, Newark to Atlanta and NYC and Newark to
the West Coast.
These fares and discounts are only available when travel is purchased from Travel and Transport and via the
OnLine Assistant Booking Tool .
Additional Cost Savings Opportunities A
Use pre-trip authorization to give management the opportunity to avoid unnecessary travel. This can be
accomplished via Lotus Notes.
Use video or audio-conferencing as an alternative to travel. For more information on video conferencing, please
call 212-578-2409. For audio-conferencing, call 1-800-300-4275.
Be more flexible in travel dates and when scheduling meetings.
Require use of connecting flights and/or alternate airports when substantial savings are possible.
Book airline flights 14 to 21 days in advance.
Consider extending the minimum flight time for business class on international flights. On average, the full
economy fare is 40% less than business class.
Mandate use of the OnLine Assistant Tool .
For more information on these and other cost savings opportunities, please contact the MetLife Travel Director at
Metropolitan Life Insurance Company
27-01 Queens Plaza North, Long Island City, NY 11101
Important Phone Numbers
MetLife Tra vel Director 212-578-5719
Travel and Transport Business Reservations -888-638-8785
OnLine Assistant Tool Questions 888-430-3799
NYC Hotels and Corporate Apts. 888-777-6039
T&T Emergency After Hours Number 800-405-9887 (within US)* 402-399-4667 (outside the U.S)*
T&T Personal Travel Reservation Agent 888-932-6658
Employee Reimbursement Questions (PO/AP Svc. Ctr.) 800-942-BILL
American Express Card Applications – App can be printed from my.metlife.com > Travel > American Express Card
Program > Amex App
American Express Card Replacement 800-528-2122
American Express Problems - contact Mary Sheehan at 212-578-4360
Telephone Calling Card Application (Global Procurement) – Disha Garg - email@example.com - 213/673-5309 ext:66190
Audio Conferencing (AT&T Operator) 800-303-4275
Video Conferencing (I/T Telecommunications) 212-578-2409
Risk Management 212-578-6091
MetLife Fleet Manager 401-827-3822
Conference Services 212-578- 6377
Small Meeting Counselors 888-888-4886
Car Service In NY Metropolitan Area: GGA Call Center for reservations: 800-256-8716 (prompt #1)
MetLife Tra vel Assistance Program - Within the United States 800-454-3679 / Outside of the United States 312-935-3783